Essential Tools for Small Business Owners: How to Manage and Increase Your Sales

Affordable technology to organize your management and boost your sales

Running a small business requires multi-functional skills. You are the strategist, the salesperson, the financial manager, and often the executor of the day-to-day tasks.

In the midst of this intense routine, digital tools can be your best allies.

With them, you optimize processes, reduce costs and increase your productivity, leaving more time for what really matters: growing and satisfying your customers.

In this article, we will present a complete guide to the most useful tools for small entrepreneurs, covering everything from management to sales.

Management Tools

Efficient management is the foundation of a successful business, whether small or large. For entrepreneurs who face multiple challenges on a daily basis, having tools that help with planning, organizing and controlling operations is essential.

These solutions offer practicality, eliminate manual errors and make processes clearer and more reliable, allowing the entrepreneur to focus on growing and innovating.

1. Organization and Productivity Apps

For those who run a small business, keeping everything organized is essential. Daily tasks range from serving customers to managing deadlines, and it’s easy to get lost without a good work structure.

Organization and productivity apps help you create efficient routines and ensure that no important details are forgotten.

How They Help:

• Trello: With customizable boards and cards, Trello is perfect for organizing tasks into steps. Use lists like “To Do,” “In Progress,” and “Done.”
• Asana: It goes beyond task management. With Asana, you can track deadlines, delegate tasks, and get reports on team progress.
• Notion: It is ideal for those looking for a multifunctional tool, combining databases, task lists and notes in one place.

Practical Tip: Create a Trello board for each big goal, like “Product Launch,” breaking it down into smaller tasks and realistic deadlines.

2. Financial Control Systems

Financial control is one of the most important pillars of any business. Without a clear view of what comes in and goes out of the cash register, it is easy to get lost and even compromise the company's financial health.

Specialized tools help organize finances, automating calculations and offering detailed reports for making better decisions.

Main Benefits:

• Process Automation: Stop wasting time with manual spreadsheets; systems do the calculations automatically.
• Detailed Reports: With just a few clicks, you have access to information such as cash flow, recurring expenses and financial performance.
• Tax Compliance: Many systems also help organize tax and fiscal documents.

Effective Tools:

• QuickBooks: This software is ideal for keeping track of all your finances, generating detailed reports on profits, expenses and cash flow.
• Nibo: Very popular among Brazilian entrepreneurs, Nibo allows integration with accountants and facilitates the control of payments and receipts.
• Granatum: Simple and straightforward, Granatum helps with cost planning and monitoring financial goals.

Real Advantage: With ready-made and automated reports, you will have clarity on where to cut costs or invest more.

3. Invoice Issuance Software

Maintaining tax compliance is essential to avoid problems with the IRS and build a reliable reputation for your business. Invoice issuing tools simplify this bureaucratic process, saving time and ensuring compliance with legal requirements.

Benefits:

• Full Automation: Manage the issuance, sending and storage of electronic invoices in just a few steps.
• Sales Integration: Many systems allow direct integration with e-commerce and ERP platforms, further streamlining the process.

Tools:

• Nfe.io: An efficient solution that automates the issuance of invoices and allows you to customize documents according to your business needs.
• Control Note: With a focus on organization, Nota Control helps store and manage tax documents, facilitating future audits or consultations.

Tip: Choose software that offers technical support to resolve questions about tax legislation.

4. Inventory Management

A well-controlled stock is essential to avoid both waste and lack of products at the time of sale.

Inventory management tools allow you to track the entry and exit of goods, monitor products with low or high turnover and even predict seasonal demands.

Advantages of Using a System:

• Real-Time Monitoring: Know exactly what's available in stock at any given time.
• Loss Reduction: Avoid accumulating products that are no longer being sold or that are close to expiry.
• Replacement Forecast: Set up automatic alerts to be notified when items reach minimum levels.

Best Tools:

• Bling: This ERP simplifies the control of product inputs and outputs, in addition to integrating your inventory with marketplaces such as Mercado Livre and Amazon.
• Tiny ERP: Focused on small businesses, it offers detailed reports to monitor products with low or high turnover.
• MarketUP: Free and complete, it allows you to manage inventory, sales and even purchases directly through the platform.

Practical Benefit: Tools like these prevent the accumulation of obsolete products and help predict seasonal demands based on sales history.

5. Integrated Management Platforms (ERP)

An ERP (Enterprise Resource Planning) system is like the brain of a business: it connects all areas, from sales to finance, in one place.

For small business owners, investing in an ERP may seem like a big step, but modern platforms offer affordable and customized solutions.

Benefits of an ERP:

• Data Centralization: All business information, such as inventory, sales and accounts payable, are accessible on a single platform.
• Automation: Manual tasks, such as inventory control or financial reporting, are automated.
• Data-Driven Decision Making: Detailed reports help identify bottlenecks and opportunities.

Recommended Tools:

• Omie: Ideal for small businesses, it offers features such as financial control, inventory and integration with banks.
• Blue Account: In addition to integrated management, it allows issuing of invoices and monitoring of sales in real time.

Golden Tip: Use ERP integration with sales systems to generate automatic reports that help with strategic planning.

Sales Tools

Selling is the heart of any business, and for small entrepreneurs, sales represent much more than transactions: they are opportunities to build relationships, retain customers and reach new audiences.

With the advancement of technology, specialized sales tools offer resources to make the process more efficient, automated and strategic.

These tools are essential for managing the sales funnel, increasing conversion and ensuring a positive shopping experience for the customer.

Below, see how each solution can be used to optimize your business performance.

1. E-commerce Platforms

Being present in the digital environment is essential for any entrepreneur who wants to expand the reach of their business.

E-commerce platforms allow you to create virtual stores, offering customers a practical and secure experience when shopping online.

Benefits of E-commerce Platforms:

• Accessibility: Your store is open 24 hours a day, seven days a week.
• Global Reach: Win customers from different cities, states and even countries.
• Personalization: Provide a virtual storefront that reflects your brand and attracts your target audience.

Recommended Tools:

• Shopify: It allows you to create professionally designed stores and offers integration with various marketing tools, such as emails and ads.
• WooCommerce: Ideal for entrepreneurs who already have a WordPress website. It is highly customizable and has plugins to expand functionality.
• Integrated Store: A popular option in Brazil, with affordable plans, support in Portuguese and integration with marketplaces.

Practical Tip: Make sure to optimize your store for mobile devices, as most consumers make purchases on their phones.

2. Marketing Automation Tools

Marketing automation is a powerful ally for entrepreneurs who want to scale their sales without overloading their team.

With these tools, you can create personalized campaigns, nurture leads, and even recover abandoned carts in an automated way.

How it works:

• Segmentation: Divide your leads into groups based on purchasing behavior or interests.
• Scheduled Shipping: Schedule emails, SMS or notifications to be sent at strategic times.
• Results Analysis: Track metrics like open rate, clicks, and conversions to adjust your strategy.

Recommended Tools:

• RD Station: Widely used in Brazil, it offers marketing automation integrated with CRM and sales funnel.
• HubSpot: A complete solution that combines marketing automation, CRM and advanced reporting.
• Mailchimp: Ideal for email marketing, with a free version perfect for beginners.

Extra Tip: Set up automated welcome emails for new customers and offer introductory discounts as an incentive for their first purchase.

3. Digital Payment Systems

Accepting multiple payment methods is a key factor in sales success. Digital payment systems simplify the process, offer security and increase convenience for customers.

Benefits:

• Security: Protect transactions and customer data with advanced encryption.
• Speed: Reduce payment processing time.
• Flexibility: Accept payments by credit card, debit card, bank slips and digital wallets.

Recommended Tools:

• Mercado Pago: It offers integration with e-commerce, card machines and even installment solutions.
• PayPal: Popular for international transactions, it is a reliable option for purchases in different currencies.
• PagSeguro: Widely used in Brazil, it offers options for physical and digital stores, as well as machines with no monthly fees.

Tip: Clearly inform the payment methods available in your store to reduce doubts and avoid cart abandonment.

4. Social Media Sales Platforms

Social media is a powerful showcase for small business owners. Specific sales tools allow you to transform social interactions into real transactions, reaching customers where they already are.

Available Resources:

• WhatsApp Business: Create a product catalog directly in the app and send personalized payment links to customers.
• Instagram Shopping: Use product tags in posts and stories, allowing customers to purchase with just a few clicks.
• Facebook Marketplace: Offer products in a simple and easily accessible environment, especially for local sales.

Efficient Strategy: Use the automatic messaging feature on WhatsApp Business to send quick responses and increase conversion rates.

5. CRM (Customer Relationship Management) Tools

Managing customer relationships is essential to understanding their needs, offering personalized solutions and ensuring loyalty.

A CRM organizes contact information, interaction history, and preferences, helping you provide superior customer service.

Benefits of CRM:

• Data Centralization: Keep important information, like past purchases and support requests, in one place.
• Process Automation: Set reminders to follow up with contacts or send messages on important dates.
• Results Analysis: Identify your most valuable customers and adjust your approach to improve ROI (Return on Investment).

Recommended Tools:

• Salesforce: One of the most robust CRMs on the market, with advanced analytics and automation features.
• Pipedrive: Focused on the sales funnel, it helps track leads from first contact to conversion.
• Zoho CRM: Economical and efficient, it offers a complete solution for small businesses.

Tip: Use CRM to create personalized campaigns, such as special offers for repeat customers or birthdays.

Tools for Communication and Service

Efficient communication with customers is one of the pillars for the success of a small business.

Whether it’s to answer questions, solve problems or win new buyers, fast and personalized service can make a big difference.

Communication and service tools help to optimize this process, making it more agile and efficient, in addition to improving the customer experience.

Why Invest in Communication and Service Tools?

1. Agility in Responses: Reduce waiting times for customers, increasing satisfaction and conversion rates.
2. Automation: Save time by automating responses to frequently asked questions like hours, pricing, or product information.
3. Professionalism: Offer structured, high-quality service that conveys trust and value to the customer.
4. Scalability: Handle a higher volume of messages without compromising quality.

Below, learn about the main tools to improve communication and service in your business.

1. Chatbots and Online Support

Chatbots are AI-powered tools that simulate conversations with customers. They automatically answer frequently asked questions and help filter requests that require human attention.

Benefits of Chatbots:

• 24/7 Availability: Serve customers at any time, even outside business hours.
• Cost Reduction: Reduce the need for human assistance for simple issues.
• Personalization: Configure messages and conversation flows based on customer behavior.

Recommended Tools:

• Tidio: An intuitive chatbot that easily integrates into websites and online stores.
• ManyChat: Focused on automating messages on WhatsApp, Messenger and Instagram.
• Zendesk Chat: It offers integration with other support tools and allows you to escalate complex cases to human agents.

Tip: Use chatbots to capture initial customer information, such as name and email, before transferring the conversation to a customer service representative.

2. WhatsApp Business

THE WhatsApp Business is an indispensable tool for entrepreneurs who want to connect directly with customers.

It transforms the most used messaging app in Brazil into a professional channel for sales and service.

Exclusive Features:

• Product Catalog: Display your items directly in the app, with images, descriptions and prices.
• Automatic Messages: Set up welcome messages, absence notifications, and quick responses to frequently asked questions.
• Labels for Organization: Classify conversations as “New Order”, “Pending Payment” or “Finalized” to better organize your service.

Extra Tip: Use WhatsApp to share exclusive offers with your contacts, encouraging direct purchases.

3. Email as a Customer Service Tool

Email remains one of the most professional and efficient forms of communication. It is especially useful for interactions that require more formality or documentation, such as sending quotes, contracts, and detailed technical support.

Tools for Managing Emails:

• Gmail for Business (Google Workspace): It offers advanced features such as cloud storage and integration with other Google tools.
• Outlook: Ideal for those looking for a corporate interface with calendar and email organization features.
• Zoho Mail: A cost-effective alternative with full functionality for small businesses.

Strategy: Set up automatic responses to thank incoming contacts and indicate deadlines for response.

4. Multichannel Service Tools

Companies that use different communication channels, such as email, WhatsApp, social media and telephone, can benefit from tools that centralize customer service in a single place.

Benefits:

• Message Centralization: All customer interactions are on a single platform.
• Service History: Refer to previous conversations to provide more personalized support.
• Integration: Connect your customer service tool to CRMs, e-commerce and social networks.

Recommended Tools:

• Zendesk: Complete platform that combines multichannel service and analysis tools.
• HubSpot Service Hub: In addition to centralizing messages, it offers reports to improve service performance.
• Tawk.to: Free and with robust features, it's a great choice for small businesses.

Tip: Use centralization to identify which channels generate the most demand and focus on optimizing them.

Training and Development

For small entrepreneurs, continuous learning and skills development are determining factors for business success.

In addition to helping improve management, investing in training empowers teams, optimizes processes and increases competitiveness. In today's market, where changes happen quickly, staying up to date is essential.

Training and development tools allow entrepreneurs and their teams to acquire new knowledge in an accessible and practical way, whether through online courses, teaching materials or interactive learning platforms.

Why Invest in Training and Development?

1. Team Training: A well-trained team performs its duties more efficiently and reduces operational errors.
2. Market Adaptation: Courses and training help you keep up with market trends and new technologies.
3. Increased Productivity: Optimized processes, combined with updated knowledge, result in greater productivity and better results.
4. Customer Loyalty: Well-prepared entrepreneurs and teams offer more qualified service, increasing customer satisfaction and loyalty.

1. Tools for Online Courses

Distance learning platforms are a great solution for entrepreneurs seeking knowledge in specific areas, such as marketing, finance, sales and management.

Main Tools:

• Hotmart: Ideal for those who want to access or create online courses. It offers solutions for both those who learn and those who want to monetize their knowledge.
• Udemy: Offers courses in various areas, with affordable prices and constant promotions. Great for individual learning.
• Thinkific: A robust platform for creating and selling personalized courses, ideal for entrepreneurs who want to share their knowledge with the market.

Application Examples:

• Conduct customer service training for your team.
• Take a course on financial management to improve control of your business.

Practical Tip: Invest in one course per quarter and immediately apply the learnings to your business.

2. Resource Libraries and Teaching Materials

Access to quality materials can be an economical alternative to train teams and learn new management strategies.

Tools and Sources:

• Coursera: Offers free or paid materials and courses from renowned universities.
• LinkedIn Learning: Platform with courses focused on practical and professional skills, such as leadership and team management.
• Khan Academy: A free resource for learning technical or business skills.

Usage Examples:

• Download ebooks or guides to improve sales skills.
• Share educational videos with your team to discuss service strategies.

3. Webinar and Live Training Platforms

Webinars are a practical and interactive way to learn, allowing entrepreneurs and teams to participate in live sessions with experts.

Recommended Tools:

• Zoom: Ideal for meetings and training with small or large groups.
• GoToWebinar: Specific platform for creating and managing interactive webinars.
• Microsoft Teams: Combines communication and learning resources in a collaborative environment.

Benefits of Webinars:

• Opportunity to ask questions in real time.
• Access to exclusive content presented by experts.
• Networking with other participants, expanding partnership and learning opportunities.

Extra Tip: Record webinars to share with your team and review important information later.

4. Gamified Training Tools

Gamification makes learning more dynamic and fun, increasing engagement and knowledge retention.

Popular Tools:

• Kahoot!: Ideal for creating quizzes and educational games that help with content retention.
• TalentLMS: A complete platform that combines online learning with gamification elements such as challenges and rewards.
• EdApp: Focused on microlearning, it offers short, interactive modules for team training.

Usage Examples:

• Create a quiz to test your team's knowledge of the company's products.
• Hold internal competitions to motivate staff to participate in training.

5. Research and Feedback for Continuous Development

Understanding the learning needs of your team and customers is essential to planning effective training. Survey and feedback tools help identify gaps and opportunities for improvement.

Recommended Tools:

• Google Forms: Create simple surveys to gather feedback from staff or customers.
• Typeform: Provides a more interactive experience to get detailed answers.
• SurveyMonkey: Ideal for creating comprehensive surveys with automatic reporting.

Application Examples:

• Send a survey to your team asking what skills they would like to develop.
• Use customer feedback to identify needed improvements in your service or sales process.

Practical Tip: Conduct regular surveys to keep training aligned with market and business demands.

Conclusion

Managing and growing a small business can be challenging, but with the right tools, you have the chance to turn obstacles into opportunities.

From internal organization to marketing automation and customer service, each solution presented here can be a step towards success.

Choose the tools that best suit your needs and watch your business grow more efficiently and with less effort.

Read also: Digital Privacy: How to Protect Your Data in a Connected World. Keep your information safe while you do business.